Setting up your workspace
Work through the owner setup checklist, add billing for continued access, and put the remaining employee, policy, and clocking setup in a sensible order.
Guided tour 2:00
See Clockspot in action
A plain-language tour for a new owner: where things are in the menu, how employees clock in, how to check and fix hours, and how to approve them for payroll.
Transcript
- 0:00Getting started with Clockspot
- Clockspot tracks the hours your employees work. Employees clock in and out. You see their hours, fix mistakes, and approve them. Then you are ready for payroll. This short tour shows you where everything is.
- 0:14Know where setup lives, then get to work
- This is the Getting Started page. It is your setup checklist. You can come back any time from the menu on the left. That menu is how you move around Clockspot. My Work is for your own time, if you clock in too. Time & Attendance is your team’s time. Reports is for payroll. Let’s start where your employees start.
- 0:35Capture time wherever work happens
- Employees clock in on the Time Clock page, under My Work. They can use their own phone or computer. At a shared workplace, they can use one kiosk device. They can also clock in with a phone call. If you track work by job, they choose a job first. Then they click Clock In. Clockspot saves the time under that job.
- 0:56See the day and fix mistakes in place
- Under Time & Attendance, open Who’s Working. It shows who is clocked in right now, and how long they have worked. To fix a mistake, open Time Entries. Click the wrong time, type the correct time, and press Enter. Clockspot saves it right away.
- 1:12Approve hours and run payroll
- The Inbox collects everything that needs you. Needs action shows problems, like a missed clock-out. Fix these first, so payroll is correct. Review later shows timesheets your employees have sent in. Open a timesheet to check the hours. If they look right, click Approve timesheet. You can do this without leaving the Inbox. Approved hours are ready for payroll. Open Reports, then Payroll Summary. It shows approved hours and pay for each employee. When you are ready, download the payroll file.
- 1:45Start with your first employee
- That is how Clockspot works. Employees clock in. You check the hours, fix mistakes, and approve them. Then you run payroll. To begin, go back to Getting Started and invite your first employee.
New workspace? Start with the Owner-only Getting Started page, then configure the parts of Clockspot that match how your business tracks time.
1. Finish Getting Started
Only Owners see Getting Started. The page keeps four numbered steps visible as setup progresses:
- Set up your business — save your business name and workspace time zone. Existing saved details already complete this step.
- Choose how employees clock in — employees can use their own phone or computer immediately. This step shows Clock-in setup ready once business details are saved. Clock-in rules, shared kiosks, and phone clocking are optional.
- Invite your first employee — press Invite an employee. An invitation stays pending until the person joins. The step completes when an employee has joined; an Administrator without employee status does not complete it.
- Subscription & Billing — press Add payment method to enter a card without leaving the page. Once a payment method is saved, Manage billing opens your subscription and invoices. During an active trial, adding a card keeps service running when the trial ends. If payment is already due, saving a card can charge it immediately. Complimentary workspaces already complete this step.
Employees can start clocking during an active trial before billing setup is complete. If you also work shifts, expand Do you also track your own time? to enable your own time tracking. Your display name and personal time zone are in the separate Your profile section.
Until all four steps are complete, the heading remains Set up Clockspot for your business, even if time records already exist. Completing all four steps shows Setup complete. The numbered steps remain visible in either state. Recording a test shift is not required to finish setup. Use Open sample account to try clocking with sample data without affecting your business.
Press Hide Getting Started if you no longer need it. After you confirm, it leaves the sidebar. You can restore it from Hidden menu items in your account menu.
2. Set your time tracking rules
Before the first pay period closes, review Settings. Use Payroll rules for the payroll timezone, workweek start day, and first effective rules, and Time Entry Rules for Round clock times.
Use Company Profile for the workspace name, time zone, and address details that appear across the account.
3. Complete employee setup
Invite people on Employees. For each person, decide whether they count as an Employee and whether their access level is No administrative access, Administrator, or Owner. Then set their pay on Employee Pay with the pay type, hourly rate when applicable, pay schedule, exemption status, and effective date that Payroll Summary needs later.
4. Set up what they clock against
- Create Jobs for the work employees select.
- Define Work Sites for physical places, link them to jobs when useful, and add GPS areas when those places should verify clock events.
- Add recognized internet connections or browsers in Clock-in Verification when you want those records to verify clock-ins.
- Add Work Checklists when employees should record structured answers or photos while closing out a shift.
5. Choose how people clock in
Use Set up employee clocking to choose employee accounts, a shared kiosk, phone clocking, or a combination. The guide also covers the basic time-entry rules, location restrictions, and a complete test before rollout.
6. Set up time off
Define your time off types and how each one accrues — how accruals work explains the methods.
7. Decide how timesheets get approved
Review how approvals work and how employees submit their timesheets, so everyone knows the routine before the first pay period closes.
Common questions
- What's the minimum to get my employees clocking in today?
Save your business name and workspace time zone, then invite employees. Once they join, they can use Time Clock on their own phone or computer. Add a payment method before the trial ends to keep using Clockspot. Jobs, Work Sites, clocking approvals, employee pay, time off, and approval rules can be filled in after employees start clocking.
- Do employees need to be set up before they can clock in?
They just need to accept their invite. Access-level changes, profile details, and pay can be filled in any time.
- When should I set the workweek and overtime rules?
Set them before you close the first pay period, so reports and approvals use the rules you expect.
Clockspot keeps clock-ins, corrections, approvals, and payroll-ready hours connected so owners and managers can review the workweek before payroll.
Want to simplify how your employees track time? See how Clockspot works.